Invoicing basics: How to fill out an invoice.

Learn how to create a comprehensive invoice, plus use digital signatures to help you get paid faster.

Whether you sell crafts you make as a hobby, work as a freelancer, or own a small business, invoices are vital to your operation. But writing an invoice for the first time can be daunting. Read on to learn how to fill out an invoice and how e-signatures can help you get paid faster.

Does filling out an invoice take long?

Learning how to fill out invoices is easy enough. Becoming efficient at filling out an invoice can take longer, especially if you create each one from scratch. Most of your time will be spent gathering billing and order details, such as SKUs, order numbers, and the recipient’s contact information.

The good news is you can fill out an invoice much faster by using templates and document-management tools.

Start by creating a basic template you can use for all customers. If you frequently process orders from a particular client, construct a template for them that includes their contact information and other basics. That way, you won’t waste time retyping details that don’t change from order to order.

What do you need to fill out an invoice?

How do you fill out an invoice quickly and efficiently? For starters, you’ll need the right tools. You can use a word-processing or spreadsheet-based template. Alternatively, you can use bespoke software like Adobe Acrobat. Our platform makes it easy to fill out all types of invoices.

Using a dedicated document-management tool allows you to create separate files and templates for each customer or use case. You can send documents to your clients digitally, ask for signatures, and complete all key invoicing tasks from a single platform. With the right integrations, you can even initiate the payment processing workflow.

What to include when you fill out an invoice.

Numerous free invoice templates are available online from generic billing to pro forma invoices. You can use them as-is or reference them to create your invoice template. Whichever is the case, make sure your invoice includes:

• The name and contact information of the vendor and customer
• An invoice number for payment tracking
• The transaction and invoice dates
• The payment due date
• A list of sold products or services with prices
• Any pre-payments or discounts
• Any appropriate taxes, such as sales tax or VAT
• Applicable fees, like service or late fees

Keep in mind that this is only a basic list. Check your local laws and regulations to see whether you need to include additional details on the invoice.

How to fill out an invoice with a template.

Learning how to fill out an invoice with a template is much simpler. However, you’ll need to find (or make) a suitable template first.

Many popular word-processing applications offer generic invoice templates. You can customize these documents by making minor changes. Alternatively, you can use software like Acrobat, which offers many template variations.

Choose the form you like, customize it with your logo and company name, and confirm that you can easily use it for each client. You may need to incorporate custom signature and text fields into key areas of the document. Thanks to the Acrobat drag-and-drop functionality, adding these elements is easy.

Now that you know how to invoice someone with a template, you’re well on your way to hassle-free billing.

First-time dos and don’ts to fill out an invoice.

Ready to fill out your first invoice? Here are a few helpful dos and don’ts to make the process smoother.

Do:

• Use clear, professional language
• Triple-check all details to make sure you didn’t miss any important fields
• Save a copy for your records

Don’t:

• Make errors in calculations or dates
• Forget to assign a unique invoice number
• Overlook adding payment terms and conditions to avoid misunderstandings

Even a small error can delay payment and disrupt your cash flow. It may also damage your reputation with a client and make your business appear unprofessional. Make sure you carefully review all of your invoices for errors and include all requisite information.

How to fill out invoices faster.

Once you’ve written the invoice, you and your customer may have to sign it. Electronic signatures can make the signing process smoother than mailing paper invoices. E-signatures are legally binding and save you time and money in printing and postage.

Acrobat for business lets you add and request e-signatures for invoices on computers, mobile devices, and online. You can track signatures, secure invoices with digital certificates, and much more.

Discover all the ways Acrobat can help your workflow move faster.